parliamentary procedure who needs it? · parliamentary procedure – who needs it? w.h.a.m.? what...

Parliamentary Procedure – Who needs it?

W.H.A.M.? W.H.A.M.? What Here Affects Me?What Here Affects Me?

Bernie White,Bernie White,Registered ParliamentarianRegistered Parliamentarian

bjwhite@cbrm.ns.cabjwhite@cbrm.ns.ca

Parliamentary ProcedureParliamentary Procedure

Rules of democracyRules of democracyUsed daily by all types of decisionUsed daily by all types of decision--making making bodiesbodiesAlso defines duties of elected officersAlso defines duties of elected officersFacilitates decisionFacilitates decision--making making in a fair, consistent mannerin a fair, consistent manner

Gen. Henry Martyn Robert (1837-1923)

Civil Engineer & General – US ArmyBackground influenced the regimentation of his “Rules of Order” i.e.:

Ranking of MotionOrder of BusinessRecognition of Speaker by Chair“Presiding Officer”

Original Book 1876 (176 pages)Current Edition 10th (643 pages)

Famous Quotes:

““The great lesson for democracies The great lesson for democracies to learn is for the majority to give to learn is for the majority to give the minority a full, free the minority a full, free opportunity to present their side opportunity to present their side of the case, and then the of the case, and then the minority, having failed to win a minority, having failed to win a majority to their views, gracefully majority to their views, gracefully to submit and to recognize the to submit and to recognize the action as that of the entire action as that of the entire organization, and cheerfully to organization, and cheerfully to assist in carrying it out.assist in carrying it out.””

““In enforcing the rules there is In enforcing the rules there is need for the exercise of tact need for the exercise of tact and good sense ... a strict and good sense ... a strict enforcement of the rules is enforcement of the rules is unwise. The rules and unwise. The rules and customs are designed to help customs are designed to help and not hinder business.and not hinder business.””

Municipal Councillors as Parliamentarians30 Second Skills Test

1. How many people here are Municipal Councillors who will be attending lots of meetings?

2. Do you have an interesting job?3. Do you enjoy your work?4. Are you a good Councillor ?

Purpose of Session

Basic introduction to Roberts Rules of Order Newly Revised (RONR) 10th Edition To demystify and humanize the application of parliamentary procedure using a common sense approachProvide a practical handout as a quick reference for your Council meetings at homeEmphasize that the Rules of Order are meant to assist a group in the execution of its business, not to impede or obstruct businessTo relate some practical experience on lessons learnedTo promote a common sense approach to applying the rules.

Learning is a Function of Repetition

Recurring theme of presentation:Common sense approach of applying rulesPromotion of fairness and compromiseNeed for decorum and team building

Wisdom and Compromise

“Wisdom comes with age, sometimes age comes alone”

It’s frustrating when you know most of the answers, but nobody bothers to ask you the question.

“Compromise isn’t always fun,but compromise is fair”

Brief Review

Procedural By-LawsCommittee & Council SystemsIn-Camera MeetingsBring-Back MotionsMinute Taking Standards

Ask Yourself

How many times have you been to a meeting that didn’t go well?Was it the chairman’s fault?Was there a small group of aggressive & vocal members who dominated the proceedings? (“Tyranny of Minority”)Did it take too long to make what should have been an easy decision?Did you ever belong to a group that tangled itself into a procedural knot on an issue?

RULES – who needs them?

Rules properly administered will protect rights of:1. Majority2. Minority3. Individual4. Absentees5. OrganizationRules will enable:1. Clerks to advise Council and have meetings run

smoothly2. Help Council members to participate more effectively

in meetings

Three Types of People

Those who make things happen

Those who ask “what just happened?”

Those who watch things happen

Learning some basic procedural rules will put people in group 1.Learning some basic procedural rules will put people in group 1.

Procedure and the Law

What happens when procedure isn’t followed?– Depends on severity of the rule violation:

Decision made without quorum (BIG problem)Minor breaches where no one’s rights seriously impacted (not so big a problem)

Rules are meant to facilitate– Nitpicking should not be condoned

Hierarchy of Rules, or Governing Documents

Federal Federal or or

Provincial Law Provincial Law (Laws of land)(Laws of land)

Constitution and Constitution and ByBy--laws of Municipalitylaws of Municipality

Special Rules of Special Rules of Order of CouncilOrder of Council

Rules of Order (Parliamentary Authority)Rules of Order (Parliamentary Authority)

Standing RulesStanding Rules

Policies and PracticesPolicies and Practices

Robert’s Rules & the Titanic

Some organizations think rules unnecessary(may have had bad experience or poor application)Compare such organizations to the Titanic

– Glide along in belief they are invincible– When they spot iceberg they sense danger but

feel they can glide around it– They don’t realize they are only seeing the

“tip” of the problem and inevitably the iceberg rips a hole in the hull and sinks the ship

– When it’s over they shake their heads in disbelief and ask: “How did that happen?”

Lessons Learned from Titanic

1. Rules for ocean liners2. Safety drills and procedures3. Enough lifeboats for everyone4. Realize vulnerability5. Set a better course6. Provide a map of iceberg locations

All applicable

to meetings

Important Links

Robert’s Rules

Type of Organization

AmbivalentAmbivalent

NegativeNegative

PositivePositive

Three Types of Organizations

MMonarchy

DDemocracy

AAnarchy

Underlying Principles of Parliamentary Practice

1. The organization is paramount compared to the individual2. All members are equal3. A quorum must be present to legally transact business4. Only one main motion at a time may be under consideration5. Only one member can have the floor at a time6. Debate is allowed on all motions unless the rules don’t

allow debate7. The issue not the person is what is under consideration

“Hard on issues – soft on people”8. A majority vote decides unless a greater percentage is

required9. Silence gives consent

Effective Chair or Presiding Officer

Guided by group’s mandateDedicated to maximizing return on investment in a meetingAble to articulate principles of fairness, equity and common sense in a clear mannerIs decisive and purposeful and is able to inspire membersTreats members with respectBalances right of majority to rule with right of minority to be heard

Establishes order and decorum gently but firmlyListens, listens and listens some morePrepares for meeting thoroughly and leads by exampleGood sense of timingLeaves ego at the doorConstantly seeks agreement and builds consensusSense of humor

“Humor opens people’s hearts up. When you’re angry, it’s hard to see things

differently.”

Davey Crockett: Great selfDavey Crockett: Great self--taught parliamentarian but taught parliamentarian but natural good judgment impaired when obscured by natural good judgment impaired when obscured by

hatred hatred –– couldncouldn’’t focus on issues.t focus on issues.

Ineffective Chair or Presiding Officer

Does not prepare for meetingIs egotistical and power hungryFinds it hard to delegate power & let go of controlDominates discussion and rebuts every standNeedlessly interrupts speakerIs disrespectful and condescendingIs passive, indecisive and hesitant to intervene

Accommodates dominant individual (allows tyranny of the minority)Takes criticism as a personal attackLegitimizes tardiness by waiting for latecomersArrives late or misses meetings altogetherMumbles, rambles and wanders from topic

Duties of Effective Council Member

Be committed to mission and governing documentsAttend as many meetings as possiblePull his/her weight and work diligently for teamComply with conflict of interest guidelinesExpress view on issues, as needed, before decisions are madeBe prepared to ask tough questions and raise concernsAccept the majority’s decision as Board decisionKeep an open mind and show sensitivity, empathy, and compassionDo homework for meetingsKeep the proceedings at in-camera meetings confidential

Steps in Making a Motion

1. Move the motion

A motion is a proposal that introduces a subject to the assembly for decision and action or which expresses an opinion.

6. Announce result5. Put to vote4. Debate and amend3. Chair states the motion2. Second the motion

5 Types of Motions

1. Main Motion2. Subsidiary Motion3. Privileged Motion4. Incidental Motion5. Bring Back Motion

Bring Back Motions

1. Take from the table2. Reconsider3. Rescind4. Amend something previously adopted5. Renewal of motion

Amendments: The Formal Approach

Secondary Amendment (SA)Secondary Amendment (SA)

Primary Amendment (PA)Primary Amendment (PA)

MAIN MOTION (MM)MAIN MOTION (MM)

SA: plusSA: plus $1500$1500 services in kindservices in kind

PA:PA: ($2000) ($2000) MM: To donate ($1000) to the (United Way).MM: To donate ($1000) to the (United Way).

Two Important Concepts

Majority: More than half

Two-thirds: At least twice as many for than against

Municipal Council and Roberts

Councils start out well intentioned. Meetings can deteriorate into screaming sessions (12 –18 months), councillors wonder:– Why people stop coming to meetings?– Why does membership drop or why aren’t people

interested in running for office?– Why can’t we get things done?– Why can’t we get along with one another?– Why is our organization falling apart?

Rules of Non-Parliamentary Procedure

1. Point of Personal Outrage2. Point of Irrelevant Interjection3. Point of Personal Attack4. Point of Contempt5. Point of Harassment6. Point of Redundant Information7. Point of redundancy8. Point of Pious Posturing9. Point of Grudge

Decorum in Debate

Municipal Council Debates have tendency to become personality based because there are no political parties to buffer the acrimonyChairman must maintain orderComments should be made through the chairAdversarial or chaotic meetings can kill the will of a group and result in bad decision-making or grid-lock with no decisions at all“NIGYSOB” & “DWYSYWD”

General Rules Governing Debate

A member may speak twice for no longer than ten minutes each timeNo member is entitled to speak a second time while any other member wishes to make a first speechRemarks must be confined to the merits of the pending questionMembers may not speak directly to each otherQuestions or remarks must be made to or through the ChairMembers may not speak against their own motions, but may vote against them

General Rules Governing Debate (continued)

Members’ motives may not be attackedA courteous tone must be maintainedReading from books and reports is only allowed with permission of the assemblyNo member may comment adversely on any prior act of the assembly that is not pendingRights in debate are not transferableIf a speaker yields to another member for a question, the time consumed by the question is charged to the speaker

Difference between “Calling the Question” &

“Moving the Previous Question”

I move the Previous question– Immediately closes debate– Requires a two-thirds vote for adoption

““It is better to debate a It is better to debate a question without settling it question without settling it than to settle a question than to settle a question without debating it.without debating it.””

Joseph JoubertJoseph Joubert

Minutes

Record of what got donedonenot of what got saidsaid!!

“Historical record of an officially convened meeting of an organized decision-making body.”

Eli Mina, PRP

•Verbatim•Action•Synopsis

ActionAnecdotal

Verbatim

Key Principles for Minute Taking

AccuracyFocus on Key Points and DecisionsFocus on Business at HandCollective focusObjectivity

ConsistencyProfessionalismReadabilityLogical FlowArchivability

Pg. 14-15 of Mina “Minute Taking Standards”

In Camera Meeting (Executive Session)

Labor negotiationContract negotiationSetting the minimum price to accept for tax sale propertyLegal AdviceMinimum price for land at a tax salePersonnel mattersIssues of public security

State Laws approve private meetings for certain business (sec.22 of N.S. Municipal Government Act)

Separate agendaSeparate MinutesMinutes for In Camera approved at another “In Camera”Decisions can be made or duties given

Council vs Committee Meetings

Emphasis on formalityThe larger the group the more formal the application of the rules:

MotionsSpeech timesNumber of speeches

Some Motions to Avoid (Motion Sickness)

Moving to tableCalling the questionTabling until next monthPoint of informationFriendly amendmentMaking motions to accept or receiveDispense with minutesI “so” move

Procedural Myths

Only one motion on the floor at a timeThe Presiding Officer can only vote to break a tieA motion that’s adopted without being seconded is VOIDThe Parliamentarian makes RulingThe Chair must call for nomination three timesEx-officio members can’t voteMotions don’t take effect until minutes are approved

An Effective Parliamentarian

Does most of his / her work outside the meetingGives opinions not rulingsParticipates in agenda preparationMeets with Chair and other staff who will attend meetingAnticipates trouble spots in agendaKeeps current on basic rulesKeeps a “cheat sheet” with Frequently Asked Questions close by during meetingsStays objective on issuesSpeaks when spoken to unless a major breach is about to occurUltimately advises and makes presiding officer and group as a whole look good

Resources Available

1. Robert’s Rules of Order (RONR) 10th Edition –ISBN 0-7382-0307-6

2. Robert’s Rules (in Brief) - ISBN 0-306-81354-8 @2004

3. http://www.robertsrules.com Discussion Forum (free)

4. The Complete Handbook of Business Meetings- Eli Mina ISBN 0-8144-0560-6 @2000

5. Robert’s Rules for Dummies - C. Allen Jennings ISBN 0-7645-7574-0

Resources Available

6. Parliamentary Procedure in Local Government- NAP Education Committee – Connie Deford ISBN 1-884048-51-x @2005

7. Grassroots in Democracy – Local Government in the Maritimes – Jack Novack & Kell Antoft ISBN 0-7703-1014-1 Chp 1X Pg 129-139 @1998

8. The Guerrilla Guide To Robert’s Rules – Nancy Sylvester, MA, PRP CPP-T ISBN 1-59257-569-2 2006

9. The Complete Idiot’s Guide to Robert’s Rules –Nancy Sylvester MA, PRP, CPP-T ISBN 1-59257-163-8 2004

10. Ranking Motions – Plasticized

Resources Available

11. RONR on CD ROM @2005 (order through NAP 816-833-3892 e-mail hq@nap2.org )

12. Mina’s Guide to Minute Taking - Eli Mina ISBN 0-9734-428-0-8

13. Meeting Pitfalls – Mary Randolph PRP 2005 The National Parliamentarian

14. Minutes – Jim Slaughter, PRP http://jimslaughter.com/minutes

15. Parliamentary Procedure Meeting Tips and Myths- Paul McClintock, PRP CP

16. Deliberations - Fall 2000 - Eli Mina, PRP (www.elimina.com )

SummaryDescribed parliamentary procedure and why we need itTalked about value of basic Rules of Order?Emphasized that common sense should be the guide (rules meant tofacilitate not obstruct)Link between group dynamics: type of organization & use of rulesDecorum in debateTalked about TitanicReviewed handout Short history of RobertUnderlying principle of parliamentary procedureEffective & ineffective chairSteps in making and ranking a motion

SummarySummary

Talked about M.A.D. organizationsTalked about M.A.D. organizationsReRe--told some local storiestold some local storiesReviewed the hierarchy of government Reviewed the hierarchy of government documentsdocumentsEmphasized a common sense approachEmphasized a common sense approachMinutesMinutesDecorum in debateDecorum in debateIn Camera sessionIn Camera sessionRevisiting motionsRevisiting motionsMyths of parliamentary procedureMyths of parliamentary procedure

Goals For an Ideal Meeting

Participated in by everybody,

Where everybody is a somebody!

Monopolized by nobody,

Parliamentary Procedure – Who needs it?

W.H.A.M.? W.H.A.M.? What Here Affects Me?What Here Affects Me?

Bernie White Registered ParliamentarianBernie White Registered Parliamentarian

TEST – Some basic Procedural Questions(True or False)

1. To make a motion, begin with the words, “I move..”

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

2. You do not have to be in favor of a motion to second it.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

3. The Chair should restate the motion before members debate it.”

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

4. A member may not speak against his own motion.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

5. The Chair calls for a voice vote by saying, “Those in favor, say aye (pause) Those opposed, say no (pause)..” Then the Chair announces the result of the vote.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

6. A member may vote against her own motion.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

7. Majority means more than half.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

8. After the vote has been taken, the fact that there was no second is immaterial.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

9. A two-thirds vote cannot be taken by voice.

TRUE or FALSE ?TRUETRUE

TEST – Some basic Procedural Questions(True or False)

10.A meeting can adjourn before the agenda has been completed.

TRUE or FALSE ?TRUETRUE

Parliamentary Procedure – Who needs it?

W.H.A.M.? W.H.A.M.? What Here Affects Me?What Here Affects Me?

Bernie White Registered ParliamentarianBernie White Registered Parliamentarian